Zortec Accounts Payable Beginner Basics

In this presentation you will learn the basics of vendor maintenance, including the 7 screens associated with a vendor record.

From the main menu select Accounts Payable, then Vendors. For the remainder of this portion of the presentation we will be using “Vendor Inquiry”.

Search and Select Screen Enter the screen number and division if needed. From the Search and Select Screen, you have various options for selecting a vendor record

Screen 1 – General Information Once you locate the vendor, the available screens are listed on the left.

Screen 1 – General Information The left side of the screen contains basic demographic information for this vendor, including name, addresses, as well as contact and 1099 information

Screen 1 – General Information The right side of the screen contains additional vendor information such as status, phone numbers, as well as summary pay history information.

Screen 2 - Narrative Screen 2 is dedicated to any narrative information you want to enter and keep record of for this vendor.

Screen 4 – ImageEase Info The Image Ease screen will allow you to View/Scan pages into the Image Ease software and tie to this vendor record.

Screen 5 – Default Ledgers Here you can enter a default Expense account or default Cash account for this vendor. You must first enter the division number in order for the account field to show. The default Cash Account – “Ca”, only needs to be used if this particular vendor will be paid out of a different cash account.

Screen 5 – Default Ledgers Screen 5 also includes fields for setting up default discount information. Type “Y” if this vendor allows for a discount. % or $: If the discount is based on a percentage, type a percent sign. If the discount is based on a dollar amount, type the dollar sign. Date: Leave the date field blank so you can enter the correct date when entering the invoice. Amt/Pct: Enter either the percentage or dollar amount of the discount.

Screen 6 - Invoices Screen 6 will list the invoices currently outstanding for this vendor.

Screen 7 – Purchase Orders Screen 7 will list all purchase orders entered in the system for this vendor. You can choose a date range to list and view open, closed or both.

Additional Vendor Options Additional Options you will find under the Vendor menu include: Vendor Listing By Number Vendor Listing By Name Vendor Listing By VCC Vendor Address Listing Vendor Address Labels Renumber Vendor Vendor Address Labels (Laser format)

In this section we will cover some basics on Invoices. From Accounts Payable, choose 04 - Invoices

Invoice Maintenance We will review the options under Invoice Maintenance

Invoice Maintenance Cash Basis or Accrual?? This screen will only appear if your site is set up for Accrual Accounting. If your site is set up for Cash Basis Accounting, these fields will not show up.

Invoice Maintenance Enter the correct division or hit <ENTER> to accept the default. Accounting Period: Type the accounting period the invoices will be expensed to. Packet Name: Type the name for the packet these entries will be accumulated in. Suggestion – There are six characters allowed for a packet name. Use something that will allow you to know what these entries reflect. In this example, IV stands for Invoices – 0220 for the date they were entered.

Invoice Maintenance Purchase Order: If your site is set up to use Purchasing, you might be prompted to enter a PO number. If so, enter the correct purchase order number and hit <ENTER>. If you do not know the PO number hit <F1>. This will bring up the Search & Select option to search through existing purchase orders. Even if your site is set up for purchasing, this particular invoice may not have an applicable purchase order. If there is no PO to enter for this invoice, simply <ENTER> through the field.

Invoice Maintenance Enter the Vendor Number and Invoice Number. If you do not know the vendor number, hit <F1>. This will bring up the Search & Select option to search through existing vendors. If this is a new permanent vendor, and the vendor record has not been created yet, hit <F2>. This will bring up the option to create a new vendor.

Invoice Maintenance Invoice Date: Type the date of the invoice. The date must be a valid date for the Accounting Period. Due Date: Type the date the invoice is due or hit <ENTER> to accept the invoice date as the due date. Invoice Amount: Enter the dollar amount of the invoice you are entering. Be sure to include the decimal if “cents” are included in the amount. Include on 1099: If this invoice will be included in the vendors 1099 totals, type a “Y”. If this invoice is NOT to be included on the vendors 1099, type “N”.

Invoice Maintenance Check Grouping: Use this field to group invoices together on multiple checks for the same vendor. Prior Year: If your site is on Cash Basis Accounting, but for Fiscal year end, this invoice needs to be expensed to a prior year, Type “P/Y” in this field, otherwise leave blank. Select Flag: If this vendor is set up with a priority code, that code will default here. OR, if you want to flag this invoice with a special code, that can be used when selecting invoices, type the code in this field. Recurring: If this is a recurring invoice, every month, with no changes to amounts or distributions, type a “Y”, otherwise leave “N”. This option only works with cash basis accounting.

Invoice Maintenance If your site uses Vouchers, enter that number in the Voucher Number field Discountable: If there is a discount you want the system to consider for this invoice, type “Y”. If this vendor is set up with default discount parameters, this field will automatically change to “Y” once you <ENTER> to this field.

Invoice Maintenance If taking a discount, some additional parameters will appear. Disc Date: Type the discount date. This date must be after the invoice date and before the due date. % or $: If the discount is a percentage, type a percent sign. If the discount is a dollar amount, type a dollar sign. Amount: Type the percentage or dollar amount of the discount. NOTE: If the vendor is set up with default discount information, the fields will already be completed, with only the date needing to be entered.

Invoice Maintenance Message on Stub: If your check is set up to take a message, this field will appear. Type any message needed in this field and hit <ENTER>. Account Number: Type the account number you want to expense this invoice to. If the vendor is set up with a default account, it will show up here. Leave the account number field COMPLETELY blank to distribute the invoice out to more than one account number and hit <ENTER>.

Invoice Maintenance – Multiple Distributions Depending on your setup, this screen may look different, but the concept is the same. (Some examples of why the screen will include different details – linking a Purchase Order, using Vehicle Maintenance, Work Orders, etc…) Enter the amount and account number for each expenditure line. Once the entire amount of the invoice has been distributed, Accounts Payable and Cash accounts will pull in, allowing you to change if necessary. Enter through all lines until Transaction Complete message appears at the bottom of the screen.

Next we will discuss Check Processing

This section will briefly cover both options. Selecting invoices and processing checks in Accounts Payable can be done using two different options: 1. Option #06 – Check Process Option #04 – Invoices, then Option #03. This section will briefly cover both options.

From the Accounts Payable Main Menu, choose option #06 – Check Process.

Use the Check Process section to select an invoice for payment and process the check. Under normal conditions, run the following six options (in this order) to process the invoices: Select Invoices option Selected Invoice Report option Invoice Distribution Report option Print Checks option Check Register option Update Invoices option Running these options individually gives the user the option of reviewing the data on the report for accuracy. In some cases, a supervisor may even want to sign off on the report once it has been reviewed. Once the data has been checked, the remaining options will be run.

Choose option #02 – to select the invoices for payment.

Enter the Division that contains the invoices you want to select. Year to Process: Type or accept the Fiscal Year that includes the invoices you want to select Selected Invoice file name: Type any 4 character alpha-numeric name. This will be a temporary “file” that holds the invoices you select. After selecting invoices, all other check process options will be controlled by this file name. Date on Checks: Type the date you want to print on the checks. Discount Date: Type the date that you must pay by in order to receive invoice discounts.

The criteria portion of the screen contains options on how the system will select the invoices for payment. You must select a criteria, by placing an “X” next to the appropriate option. Process All Invoices: Place an “X” here if you want to select all outstanding invoices for payment. Process on Individual Choice: Place an “X” here if you want to see a list of invoices and choose manually which ones to pay. Epay: Type the “Remittance Type” for selecting E-Payables.

The functions portion of the screen allows you to filter out what is selected for payment. These options are not required. Process Invoices entered by “username”: Allows you to include only invoices entered by the user currently logged on. Process Recurring invoices: Type “I” to include recurring invoices or type “O” to select only recurring invoices. Process due dates thru (or Match): Allows you to specify a due date to include all invoices through that date, by typing an “X” and entering the date. Type “M” and the date to include invoices for the specified due date only.

Process Invoices with discount date thru: Type an “X” and the date to limit the system to processing invoices through the designated due date. Process invoices older than “XXX” days: Placing an “X” here, and a designated number of days will limit the selected invoices to only those that are “XXX” number of days old. Process invoices for Vendor number: Type an “X” here, and a specific vendor number if you want to only include invoices for a particular vendor in the selected invoice file.

Process Invoices with Selected Flag: Using this function allows you to include only invoices with a specific Select Flag (entered during invoice creation). Process invoices for selected funds: This allows you to include invoices that have been entered to one or more particular funds. If using this option, another screen will come up asking which funds to include. Process invoices for amounts “$$” and more: Use this option if you only want to include invoices over a certain dollar amount.

After selecting invoices, choose option #03 – Selected Invoice Report to see a report listing details of what you have selected. You will be required to enter the selected invoice file ID that you created in the previous step and a printer number. Some basic details of the invoice file will appear on the screen. The report will show: Vendor Number, Name and Address, Invoice Number and Date, Accounting Period, Voucher Number and Purchase Order Number (if applicable), Invoice Amount, Discount Amount, Net Amount and Liquidation Amount (if applicable). Totals for each Amount column will print at the end of the report.

If at anytime you forget the invoice file ID that was created, you can hit <F5> to see a list of existing files on the system. You will only be able to proceed with files your user profile created. If more than one screen of files exists, hit <F1> to move forward through the list, or <F2> to move back. Highlight the file you want to proceed with and hit <ENTER>. This option exists on almost all Check Process procedures.

Choose option #04 – Invoice Distribution Report to print a report of how the invoice amounts will be distributed in the General Ledger.

After reviewing the reports and verifying all information is correct, choose option #05 – Print Checks

Type, or accept, the selected invoice file ID. Type or verify the check date. Enter the beginning check number. Depending on your system, the “Next Check Number” may appear.

If you break check runs by fund, you may be asked to skip printing, enter a spooler name for each fund and/or to enter starting check number by fund.

After printing checks, return to the Check Process menu, and select option #06 – Check Register.

Enter “I” to Print Invoice: Type an “I” if you want to print basic invoice details on the report, type “Y” to print invoice distribution or “N” to get only check details. Double Space between checks: If you want to double space the report, type “Y”, otherwise type “N”.

Once checks have been printed successfully and all necessary reports printed and verified, you are ready to update the check run. Do this by selecting option #07 – Update Invoices.

Type or verify the invoice file about to be updated. Enter the Division and Accounting Period these checks will be updated to. Type the packet name. “CD” may default. You can choose any 4 alpha-numeric characters to complete the packet name.

Type “Y” to continue with the update. You will also be prompted to enter a printer number.

This process may take some time, as it is performing several processes. When it is complete, all the necessary reports will print and the system will return to the previous menu.

An alternate method for printing checks can be found by choosing #04 – Invoices from the Accounts Payable Main Menu.

From the Invoices menu, choose option #03 – Check Process.

This option is a batch process that combines the previously explained check processing steps into one operation. Under normal conditions, you would run these six options in the Check Process section (under the Main Menu) to process the invoices. Running these options individually in the Check Process section gives the user the option of reviewing the data on the report for accuracy. In some cases, a supervisor may even want to sign off on the report once it has been reviewed. Once the data has been checked, the remaining options will be run.

you will learn the basics of In this section you will learn the basics of MANUAL CHECKS

Manual Checks From the main menu select Accounts Payable, then Manual Checks.

Manual Checks When entering manual checks, remember the ONLY difference from Invoice Maintenance is you will be prompted to enter a check number and a check date.

Process Manual Checks Once you have entered your manual checks, you must “process” them, or update them to Accounts Payable. To do this, choose 05 – Process Manual Checks.

The processing of Manual Checks is done the same as regular Check Process. Note – Once you start the Manual Check Process, you cannot back out without resetting the process.

This completes our presentation on the Zortec Accounts Payable section of Resource 2014. If you have questions about any of these processes contact our Customer Support Center at 800-737-1826. For your convenience you can submit support requests and questions online at: http://www.localgovernmentcorporation.com/